Administrative Assistant II

4 weeks ago

San Leandro, United States Community Health Center Network Full time

Organizational Description

The Community Health Center Network (CHCN), sister organization to the Alameda Health Consortium, is made up of the eight federally qualified community health centers in Alameda County. CHCN functions as the managed care MSO for our health centers, contracting with the Alameda Alliance for Health and Anthem Blue Cross. In order to help our health centers meet their missions of providing the best possible care to their communities, we also provide a broad range of training, technical assistance, quality improvement, information technology, and data analytic services.


Position Title: Administrative Assistant II/Operations

Department: Administration

Reports To: Director of Administration

Classification: Non-Exempt

Status: Full-Time Regular


POSITION SUMMARY

The Administrative Assistant II is responsible for providing support to the CHCN Leadership Team, COO, CFO, CITO, , including IT purchases, purchase orders, invoice tracking and assists with management of agency’s events. Duties include but are not limited to: group scheduling, planning and preparing meeting agendas and packets, correspondence, and supervision of office supply inventory levels. The coordination and completion of tasks within a team environment and special projects are an integral part of this position. This position requires the use of sound judgment regarding issues of confidentiality.


ESSENTIAL POSITION RESULTS

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Employees may perform other duties as assigned.


Leadership Team Support Duties and Responsibilities

  • Works closely with the Leadership Team, as point person for the coordination of CHCN meetings and communication with outside agencies. Meetings include:


o Lead Admin for EHR/EPM Meetings/Trainings

o Data Governance o CFOs/Fiscal Managers

o IT/IS Committee

o Peer Ops Workgroup


  • Provide administrative assistance and support to CHCN Leadership and management and staff. Support duties include but are not limited to: document preparation, group scheduling, catering requests, meeting preparations, agenda preparation, recording meeting minutes, maintenance of action item lists, travel preparation, and the creation and maintenance of files.
  • Other duties as assigned.


Admin Team Duties and Responsibilities

  • Provide administrative assistance and support to CHCN management and staff. Support duties include but are not limited to: document preparation, group scheduling, catering requests,
  • purchasing, preparation of credit card requisitions, check requests, and purchase orders, meeting preparations, and agenda preparation, recording meeting minutes, travel preparation,
  • and the creation and maintenance of files.
  • Backup for ensuring that day-to-day front office functions run efficiently including front office coverage.
  • Coordination and completion of duties and projects within a team environment with co-admin support staff
  • May be called upon to assist with facilities and office management as needed.
  • Other duties as assigned.



HIPAA Designated Access

“For the purposes of the job duties of this position, the person in this position requires access only to the following HIPAA protected information data sets”


1. MSO Membership 2. MSO Claims 3. MSO Referral/Auth. 4. MSO Capitation

5. Data Warehouse 6. Chart Audit/QI 7. Disease Registry


SUPERVISORY RESPONSIBILITIES

None


MINIMUM QUALIFICATIONS

Competencies

• Ability to respond to situations as they arise with minimal supervision

• Ability to create and work with documentation, correspondence, presentations, and reports using database, spreadsheet, and word processing software from raw content to finished documents or presentations

• Ability to effectively prioritize multiple projects and manage concurrent deadlines in a fast-paced environment and according to agency’s goals

• Committed to customer service

• Ability to communicate clearly and work cooperatively with other agency personnel from diverse social and economic communities

• Approach work with balance, both attending to detail while keeping big picture in mind

• Ability to make decisions using knowledge of underlying processes, rather than reacting to situation


Education & Experience

• Minimum of four years of experience in administrative support preferred

• Minimum two years’ experience working with database, spreadsheet, and word processing software preferred

• Bachelor’s degree or a combination of relevant work experience and education

• Ability to drive to clinic sites


Essential Requirements

• Fosters an environment that promotes trust and cooperation among clients and staff

• Enforces policies and procedures, including maintenance of client confidentiality, to ensure that the principles of CHCN are implemented

• Accountable for participating in decision making processes and understanding the outcome(s)

• Understands the values and principles of CHCN and applies them in work responsibilities

• Participates in outreach activities, agency advocacy, and serves on ad hoc committees, as requested


Preferred: Knowledge of the following through either education or experience:

• Understanding of the managed care industry and healthcare

• Understanding of community health centers


PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this Job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is frequently required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.


WORKING CONDITIONS AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly exposed to an inside environment.



The Community Health Center Network is an Equal Opportunity Employer.

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